Committee Roles and Responsibilities

Saltash & DISTRICT CAMERA CLUB Committee Member Responsibilities.

Committee
All members of the Committee shall undertake the following activities as required: To represent and maintain the good name of the club at all times.
To be involved in all club decision making processes and to abide by the consensus decision for the good of the club.
To promote the Club and its activities in order to provide the club with new contacts and members.
To be accountable for club equipment and to provide appropriate storage when necessary for the same. To ensure the Club adheres to the requirements of its Data Privacy Policy.

Chair

The responsibilities of the Chair are:

To facilitate all club meetings. This involves opening and closing the meeting, ensuring that the meeting runs to schedule and relating information, as required, to the membership.
When Speakers and/or Judges are present at a meeting, to introduce them at the start and thank them at the end of the evening.
To facilitate and chair all Committee meetings. This involves setting the agenda to the meetings, ensuring that the meeting runs to schedule, that the Committee stays on agenda and that all members have a chance to air their views. Where required, the Chair shall also act as final decision maker. To set the agenda for, and to chair, the club AGM (and EGMs when required).
To support the other Committee members, as required, and to ensure that all actions are addressed in good time to ensure the smooth running of the club.
To ensure that the best interests of the club and the membership are addressed at all times.

Vice Chair

The responsibilities of the Vice Chair are: To assist the Chair when requested.

To deputise when the Chair is not available.
To respond to possible members, either from direct contact or via the club Website, appropriately and in good time in order to promote a good view of the club.
To maintain a 'Welcome Pack' for new members or those who have shown an interest in the club.
To make all new members to the club welcome.

Honorary Secretary

The responsibilities of the Honorary Secretary are:

To be the main point of contact for the club for information and enquiries and to respond to these enquiries in good time in order to maintain the good reputation of the club. To co-ordinate the distribution of information to all club members.
To act as main point of contact for committee members when they require information to be sent out to the club members.
To liaise with the Chair on club matters arising, to undertake to write and maintain a full record of all formal Committee meetings and forward Committee calling notices and agendas as required.
To act as Data Controller in accordance with the requirements of the Clubs Data Privacy Policy.
Other jobs our current secretary does:
Collects the WCPF travellig prints and delivers them to the next club in turn Arranges for the Mayour to attend our presentation evening
Informally arranges field trips

Programme Secretary

The responsibilities of the Programme Secretary are:

To undertake to plan a varied and balanced programme to meet the needs of the membership (in conjunction with the Committee).
To liaise with the Competition Secretary to ensure that all club competitions, including judges and closing dates where appropriate, have been captured within the programme.
To ensure that the appropriate speakers are booked in good time to ensure a successful programme.
To ensure the Programme is printed in good time to meet the season start.
To apprise the membership of changes in the programme, as necessary, and to provide programme details, as and when requested.
To establish the requirements of the speakers in good time prior to the meeting so that their needs can be addressed and to confirm attendance.
To ensure that contingency plans for the programme are in place.
To liaise with the Treasurer to ensure that the speakers fees are agreed and noted prior to attendance. To brief the Chair, as appropriate, prior to the start of a club meeting when a speaker is in attendance.
To liaise with the web site manager to ensure that the master programme is held on the web site and is current and complete.

Competition Secretary

The responsibilities of the Competition Secretary are:

To liaise with the Programme Secretary to ensure that appropriate judges are booked in line with the club and interclub competitions and all competitions are clearly identified in the programme. For interclub competitions: To liaise with Competition Secretaries to inform or arrange competition dates and image submission dates where appropriate. Arrange image selection meetings, where necessary inform other clubs of cost for judge and produce and distribute score sheets.
To act as custodian of all pictures submitted to competitions (club, interclub etc).
To ensure that all submitted pictures (to the above defined competitions) are properly identified and recorded prior to delivery to the judge and to undertake that delivery (where necessary).
To maintain a list of all competitions requiring club entry to during the year, the entry dates and the criteria, and to apprise the Committee in good time for picture selection and submission.
To collect voting slips and collate the scores prior to announcing the results of Club Merits.
To brief the Chair, as appropriate, prior to the start of a club meeting when a judge is in attendance.
To negotiate judges fees and to inform both the Chair and Treasurer of the cost prior to attendance.
To liaise with the competition judges to ensure that all scores are accurately recorded and to maintain a record of these throughout the year.
To act as custodian of Club trophies, collecting them from previous winners, cleaning where necessary and arranging for them to be correctly engraved prior to the annual presentation.
To liaise with the web site manager to provide all details of club and individual successes in order to recognise individuals and promote the club.

Honorary Treasurer

The responsibilities of the Honorary Treasurer are:

To maintain a full and accurate record of club members and their details.
To provide the members list to the Honorary Secretary and Data Controller.
To collect all membership fees and pay all expenses, within agreed timescales.
Negotiates the price and books the venue for our meetings.
To maintain an accurate and auditable record of all club income and expenditure (petty cash and bank account) and to liaise with the appointed independent accounts auditor to ensure that all records are fully audited prior to AGM (or EGM as required).
To be the main point of contact with regards to matters associated with club finances.
To be the prime signatory to the club account. To purchase the club raffle prizes as
required.

Member Representatives

The responsibilities of the Member Representatives are:

To represent the views of the general membership of the club at all Committee meetings. To undertake to support the Committee members as required.